Administrative Assistant: Athletics and Activities

Job Overview: The School Administrative Assistant: Athletics & Activities position provides critical support related to the overall operations within the Athletics and Activities department. This position involves handling a wide range of administrative duties specifically related to record keeping, event planning, communication, budgeting, procurement, and reporting.

Performance Responsibilities

Accounting:

• Accounts Receivable and Payable liaison between coaches, parents, students and Activities Accountant via deposits, claims, purchase orders, reimbursements, etc.
• Receive payments by cash, check, credit cards, etc.
• Create, maintain and communicate over 100 individual budget accounts for principal, activities director, staff, coaches and activity sponsors via district reporting, Google drive, verbal and written communication.
• Properly archive receipts and budget documents.
• Prepare, distribute, count all cash boxes required for all activity events.
• Manage the sales and distribution of activity passes.

Compliance and Eligibility Duties:

• Prepare, distribute, receive and reference all required forms and requirements for all 9-12 student athletes and activity participants.
• Receive, record and communicate up to date eligibility to NSAA according to state regulations.
• Receive, record and enter eligibility to school officials, teachers, coaches and students via powerschool messenger, Google drive, verbal and written communications.
• Communicate, execute and maintain the academic eligibility process to parents, students, staff and coaches.
• Assist activities director in maintaining, communicating and assuring compliance of WHS Activity Guidelines Handbook.

Assistance and Communication to Coaches and Sponsors:

• Oversee Individual player/participant compliance and academic eligibility.
• Contact information for each participant.
• Team/club/activity budget liaison for all debits, credits, purchase orders for each program.
• Design, update and distribute event programs.
• Print participation, letter, EMC, NSAA, and special awards for each participant.
• Create and maintain accurate records for player inventory.
• Coordinate senior night, order flowers, send invitations, scripts for announcers.
• Assist in payment tracking, participation for team camps.
• Assist in banquet coordination.

Other Duties:

• Create and oversee event worker schedules for all events at the high school, including worker sign-up, scheduling, attendance, reminders, timesheets and payroll requests.
• Create and oversee concessions stand operations for all high school events, including supervision, scheduling workers, volunteers, supervisors, inventory of ordering all supplies, tracking volunteer group fundraising profits and payroll requests for supervisors.
• Create and oversee the WHS Club meeting yearly schedule.
• Manage and coordinate academic eligibility systems.
• Communicate and create athletic and activity honors for the annual Honors Convocation
• Assist outside groups as needed (Wrestling Club, Vike Spikes, Vike Hoops)
• Collaborate with coaches to maintain accurate team rosters and program design and distribution.
• Communicate with opponent schools with program information for all home and away events.
• Provide mass communications to school and district wide staff as well as the community.
• Prepare cash boxes, event worker listing and programs.
• Coordinate all logistics for summer athletic clinics.
• Maintain EMC calendar.
• Manage inventory and order supplies and equipment.
• Maintain building reservation system management.
• Greet students, parents and visitors. Answer calls, emails and coordinate communication correspondence.
• Arrange travel arrangements for Activities Director, coaches and sponsors.
• Assist with recording attendance.
• Maintain the Activities and Athletics website.
• Design and keep accurate records pertaining to the academic, athletic and activity awards.
• Work with the booster club, sponsoring businesses, and local newspaper(s) to compile information and advertisement.
• Supervision of students.
• Supervision of building vending machine operations.
• Design, order, distribute apparel.
• Design, order special signage.
• Create, maintain and communicate the student ‘holds’ listing with students, parents, coaches, teachers via Google drive, powerschool, written and verbal communication.
• Maintain and update the Athletic Wall of Fame.
• Other duties as assigned.

Job Type: Full-time

Pay: $18.37 - $20.28 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $18 - $20